<h2>Quirino Accounting System Documentation</h2>
<br><a href="index.html">Return to Home</a>
<h3>Tutorial: Text Input </h3>
Text input is a fast way to input large amounts of JEV data, even entire journals, quickly. 
It accepts the data in an excel sheet format, specifically in the format that Quirino accountants used 
before the development of this program. It can still be used as a shortcut to the standard input system.

<br>
<br>(If you would like to try the example given in this tutorial, create an excel file and paste the data below into a datasheet.)
<br>

<table border=1>
<tr>
<td colspan=13><center>CASH RECEIPTS JOURNAL</td>
</tr>
<tr>
<td colspan=13><center>QUIRINO PROVINCE</td>
</tr>
<tr>
<td colspan=13><center>MONTH: December 1-31, 2008</td>
</tr>
<tr>
<td colspan=13><center>General Fund</td>
</tr>
<tr>
<td>JEV#</td><td>Date</td><td>Collecting Officer</td><td>DEBIT</td><td colspan=3>CREDIT</td><td colspan=3>DEPOSIT</td><td colspan=3><center>SUNDRY</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>102</td><td>613</td><td>642</td><td>643</td><td>111</td><td>&nbsp;</td><td>102</td><td>Code</td><td>Debit</td><td>Credit</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td>
</tr>
<tr>
<td>100-08-12-500</td><td>12/2/2008</td><td>Adoracion Baloran</td><td>5,280.00</td><td> 180.00 </td><td> 1,500.00 </td><td> 3,600.00 </td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>511</td><td>3,240.00</td><td>&nbsp;</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>OR#2661905-912</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>439AF</td><td>&nbsp;</td><td>3,240.00</td>
</tr>
<tr>
<td>100-08-12-500</td><td>12/2/2008</td><td>Ronald Rubi</td><td>5,280.00</td><td> 180.00 </td><td> 1,500.00 </td><td> 3,600.00 </td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>511</td><td>3,240.00</td><td>&nbsp;</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>OR#2661518-519</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>439-AF</td><td>&nbsp;</td><td>3,240.00</td>
</tr>
</table>


<br>
<br>To access the Text Input feature, go to the home page and click Text Input
<br>
<br><center><img src="images/textinputpage.gif"></center>
<br>
<br>First, prepare the excel sheet data so that it conforms to several rules:
<br>1. The first line contains column names in the following form (capitalization not important): 
<ul>
<li>date
<li>jevno (JEV number)
<li>payee 
<li>particulars 
<li>payeeparticulars (this is used if the payee and particulars share the same column, one on top of the other, like in the example above. Except that in the example above, the name represents the collecting officer, not the payee.)
<li>debit (debit account)
<li>credit (credit account)
<li>sundry (account code for the sundry column)
<li>pr (purchase request no.)
<li>sundrydebit (debit amount for the sundry column)
<li>sundrycredit (credit amount for the sundry column)
<li>obrno / or (Ob.R. No.)
<li>dvno / voucher (Disbursement voucher no.)
<li>respcentercode (responsibility center code/s)
<li>pto
<li>ref
<li>check / checkno (Cheque number)
</ul>
<br>The columns can be arranged in any order.

<br>
<br>2. The second line contains the account codes and nothing else. (Otherwise this would produce the error "Account with code '____' does not exist in the database".)
<br>
<br>3. Each account (debit or credit) column must have the word "debit" or "credit" above it.
<br>
<br>4. Date is in the form MM/DD/YY , MM/DD/YYYY , MM-DD-YY or MM-DD-YYYY
<br>
<br>5. The leftmost column is empty except in the first line of every JEV (or in the topmost row, where the column names are written). This is because whereever the leftmost column contains a value, the program considers it to be the start of a new JEV entry.
<br>
<br>6. The JEV number is separated by dashes into 3 or more parts. If there are more than 3 parts (like 100-08-12-500), the first part is considered the responsibility center.  
<br>
<br>7. The program will not accept duplicate JEV numbers. If you try to input a JEV number that already exists, regardless that it is in a different fund, the program will throw an error. (A simple solution would be to add a suffix, like 09-01-001a).
<br>
<br>8. The date must be within the date range of the current accounting period. (If not, it will be set to the beginning or end of the period. The actual date you provided will be placed in the "Particulars" column.)
<br>
<br>The resulting excel sheet would look like this:
<br>
<br>
<table border=1>
<tr>
<td>jevno</td><td>date</td><td>particulars</td><td>debit</td><td>credit</td><td>credit</td><td>credit</td><td>debit</td><td>&nbsp;</td><td>credit</td><td>sundry</td><td>sundrydebit</td><td>sundrycredit</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>102</td><td>613</td><td>642</td><td>643</td><td>111</td><td>&nbsp;</td><td>102</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td>
</tr>
<tr>
<td>100-08-12-500</td><td>12/2/2008</td><td>Adoracion Baloran</td><td>5,280.00</td><td> 180.00 </td><td> 1,500.00 </td><td> 3,600.00 </td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>511</td><td>3,240.00</td><td>&nbsp;</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>OR#2661905-912</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>439AF</td><td>&nbsp;</td><td>3,240.00</td>
</tr>
<tr>
<td>100-08-12-500</td><td>12/2/2008</td><td>Ronald Rubi</td><td>5,280.00</td><td> 180.00 </td><td> 1,500.00 </td><td> 3,600.00 </td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>511</td><td>3,240.00</td><td>&nbsp;</td>
</tr>
<tr>
<td>&nbsp;</td><td>&nbsp;</td><td>OR#2661518-519</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>&nbsp;</td><td>439-AF</td><td>&nbsp;</td><td>3,240.00</td>
</tr>
</table>
<br>
<br>Select and copy the cells needed from the MS Excel worksheet, and paste them directly into the Text Input Page's text area. This works, because the Excel sheet's column breaks are automatically converted into tabs when you do this.
<br>
<br><center><img src="images/textinput2.gif"></center>
<br>
<br>Enter the journal's name, type and fund. Default responsibility center is optional*. 
<br>
<br>Click "Check". The program will check if the data you provided contains any errors.
<br>
<br><center><img src="images/textinputerrors.gif"></center>
<br>
<br>1. You probably misspelled the account / subsidiary account code. (Subsidiary codes are in the format 493-AF). 
<br>2. Your debit total and credit total do not balance each other. (This was caused by the same error as the first one - since the account code was denied, the account entry's amount was disregarded.)
<br>3. You used the JEV no. 08-12-500 twice. 
<br>
<br>To fix these errors, you can edit the excel sheet and repeat the copy-paste process (make sure all the contents of the textbox are replaced.). Or you can edit the textbox directly (be careful not to affect anything else).
<br>
<br>In the excel sheet:
<br>1. In the excel sheet:convert 439AF into 439-AF
<br>2. Convert the second 08-12-500 into 08-12-501
<br>3. Select and copy the data again.
<br>
<br>In the Text Input page:
<br>4. Delete the text area's contents.
<br>5. Paste the newly edited data into the textarea
<br>6. Click check.
<br>
<br>There should no longer be any errors. If it still says that Account 123 does not exist..., you'll have to create a new account or subsidiary account for that. Click "Click here to create Subsidiary", create your new subsidiary account, and try again.
<br>
<br>Check out the data produced. 
<br>
<br>1. The first table shows the data as pasted from the excel sheet.
<br>2. The second table shows the data arranged into JEVs
<br>3. The third table shows the account codes 
<br>4. The fourth table shows the details of each JEV. This table is particularly useful for locating and fixing errors. 
<br>If it says "Account entries not balanced", this is where you should look. See if any account entry is missing, and why.
<br>
<br>
<br>
<hr>
<table border=1>

<tr><td>jevno</td><td>date</td><td>particulars</td><td>debit</td><td>credit</td><td>credit</td><td>credit</td><td>debit</td><td></td><td>credit</td><td>sundry</td><td>sundrydebit</td><td>sundrycredit</td></tr><tr><td></td><td></td><td></td><td>102</td><td>613</td><td>642</td><td>643</td><td>111</td><td></td><td>102</td><td></td><td></td><td></td></tr><tr><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td></td></tr><tr><td>100-08-12-500</td><td>12/2/2008</td><td>Adoracion Baloran</td><td>5,280.00</td><td>180.00</td><td>1,500.00</td><td>3,600.00</td><td></td><td></td><td></td><td>511</td><td>3,240.00</td><td></td></tr><tr><td></td><td></td><td>OR#2661905-912</td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td>439-AF</td><td></td><td>3,240.00</td></tr><tr><td>100-08-12-501</td><td>12/2/2008</td><td>Ronald Rubi</td><td>5,280.00</td><td>180.00</td><td>1,500.00</td><td>3,600.00</td><td></td><td></td><td></td><td>511</td><td>3,240.00</td><td></td></tr><tr><td></td><td></td><td>OR#2661518-519</td><td></td><td></td><td></td><td></td><td></td><td></td><td></td><td>439-AF</td><td></td><td>3,240.00</td></tr></table>

<br><br>


  <!--display compiled data-->
<table border=1>
<tr><td>jevno</td><td>date</td><td>particulars</td><td>debit</td><td>credit</td><td>credit</td><td>credit</td><td>debit</td><td></td><td>credit</td><td>sundry</td><td>sundrydebit</td><td>sundrycredit</td></tr><tr><td>100-08-12-500</td><td>12/2/2008</td><td>Adoracion Baloran OR#2661905-912</td><td>5,280.00</td><td>180.00</td><td>1,500.00</td><td>3,600.00</td><td></td><td></td><td></td><td>511 439-AF</td><td>3,240.00</td><td>3,240.00</td></tr><tr><td>100-08-12-501</td><td>12/2/2008</td><td>Ronald Rubi OR#2661518-519</td><td>5,280.00</td><td>180.00</td><td>1,500.00</td><td>3,600.00</td><td></td><td></td><td></td><td>511 439-AF</td><td>3,240.00</td><td>3,240.00</td></tr></table>


  <!--display accounts-->
<br><br>Account Codes:
<br>102 (Cash - Collecting Officers): debit<br>613 (Clearance and Certification Fees): credit<br>642 (Rent Income): credit<br>643 (Sales Revenue): credit<br>111 (Cash in Bank - Local Currency, Current Account): debit<br>102 (Cash - Collecting Officers): credit
  <!--display jentries-->
<br><br>Journal Entries:
<table border=1>
<tr><td><b>Date</b></td><td><b>JEV NO.</b></td><td><b>Ref</b></td><td><b>Resp Center</b></td><td><b>Particulars</b></td></tr><tr><td>Acct Code</td><td>Account</td><td>Debit</td><td>Credit</td><td>PR</td></tr><tr><td>&nbsp;</td></tr><tr><td><b>2009-01-01</b></td><td><b>08-12-500</b></td><td><b></b></td><td><b>100</b></td><td><b>Adoracion Baloran OR#2661905-912; Actual date: 2008-12-02</b></td></tr><tr><td></td><td></td><td></td><td></td><td></td></tr><tr><td>102</td><td>Cash - Collecting Officers-102</td><td>5,280.00</td><td></td><td></td></tr><tr><td>613</td><td>Clearance and Certification Fees-613</td><td></td><td>180.00</td><td></td></tr><tr><td>642</td><td>Rent Income-642</td><td></td><td>1,500.00</td><td></td></tr><tr><td>643</td><td>Sales Revenue-643</td><td></td><td>3,600.00</td><td></td></tr><tr><td>511</td><td>Cost of Goods Sold-511</td><td>3,240.00</td><td></td><td></td></tr><tr><td>439-AF</td><td>Other Payables-439-AF</td><td></td><td>3,240.00</td><td></td></tr><tr><td>&nbsp;</td></tr><tr><td><b>2009-01-01</b></td><td><b>08-12-501</b></td><td><b></b></td><td><b>100</b></td><td><b>Ronald Rubi OR#2661518-519; Actual date: 2008-12-02</b></td></tr><tr><td></td><td></td><td></td><td></td><td></td></tr><tr><td>102</td><td>Cash - Collecting Officers-102</td><td>5,280.00</td><td></td><td></td></tr><tr><td>613</td><td>Clearance and Certification Fees-613</td><td></td><td>180.00</td><td></td></tr><tr><td>642</td><td>Rent Income-642</td><td></td><td>1,500.00</td><td></td></tr><tr><td>643</td><td>Sales Revenue-643</td><td></td><td>3,600.00</td><td></td></tr><tr><td>511</td><td>Cost of Goods Sold-511</td><td>3,240.00</td><td></td><td></td></tr><tr><td>439-AF</td><td>Other Payables-439-AF</td><td></td><td>3,240.00</td><td></td></tr><tr><td>&nbsp;</td></tr></table>
<hr>



<br>
<br>If you do not see any errors, click "Generate" to save the data into the database.
<br>
<br>Thank you very much. That concludes our tutorial for the Text Input System
<br>
<br>* The default responsibility center is the responsibility center that will be applied to every JEV, if one is not specified.

